\chapter{Case Study}
\label{ch:case-study}

\section{Context Of The Case}
% 
% This study was take place in an educational organization, higher education
% institution located in Indonesia, exactly in Bali, island with area 5.632
% km$^2$ and population approximately 3.9 millions people. 

This study was take place in an educational organization, Higher Education
Institution, namely Udayana University, abbreviated as UNUD. It is one of
public universities in Indonesia located in Bali, island with area 5.632 km$^2$
and population approximately 3.9 millions people. UNUD is the oldest public
university in Bali. UNUD existence began from Faculty of Letters on September
29,1958, which was a branch of University of Airlangga from East Java. This
Faculty became an embryo for official establishment of Udayana University on
August 17, 1962.
% in which legally established since August 17, 1962.
% Previously, the precursor of UNUD already exists, Faculty of Letters, since September 29, 1958,
% which was a branch from other university. This Faculty became an embryo for
% official establishment of Udayana University.
\addFigure{width=0.6\textwidth}{bali}{fig:bali}{Bali Map and
it's location in Indonesia Archipelago}

Currently, The University has 12 Faculties and 1 PostGraduate Programme
with approximately 19.000 students in total. Around 8\% are international
students. The organization was supported by approx. 1600 educational staffs and
700 administration and technical staffs.

It's campus place spread in three locations, in which two of them are 25km in
distance. The first one is location for the main office and most of the bachelor
programs, university library and research institute. The second place is
location for the PostGraduate programs and faculty of medicine and health
science and faculty of veterinary medicine. Here we also can find the Network
Operations Center of the University. The last location was the first campus
built in the early development of the university. It is now place for the
faculty of letters, faculty of law and postgraduate programmes of cultural
studies.

% The main campus, Bukit
% Jimbaran, located 25 kilometers to the south of Denpasar, the capital city of
% Bali. It is relatively new campus, since 1986, which is set in large complex and
% designed like a town. The main office, university library, research institute
% and some of the faculties and departments located in this campus. Mostly the
% bachelor programmes take place there. The campus is close to  Ngurah Rai
% International Airport, 10 minutes drive from the airport.
% 
% The Sudirman campus is in the heart of Denpasar, located within easy distance
% of major sights of the city. It is home for postgraduate programmes, faculty
% of medicine and health science and faculty of veterinary medicine. Here we can
% find a modern way of learning through satellite through Global Development
% Learning Network (GDLN) coordinated by WorkBank, which allow students to access
% the distance tutorial and conference with other educational institution in
% Indonesia and overseas. This resource also houses radio station and internet
% services.
% 
% The last campus is Nias, located in Nias Street. It was the first campus built 
% in the early development of the university. It is now place for the faculty of
% letters, faculty of law and postgraduate programmes of cultural studies.  

% \addFigure{width=0.5\textwidth}{figure/eps/unud-location.eps}{fig:unudloc}{Three
% UNUD Campus (A) Bukit Jimbaran, (B) Sudirman, (C) Nias}

As an educational organization, The University has vision to be able to
compete with other higher education institutions, nationally and internationally
, and deliver an eminent, independent and cultured human resources. To achieve
the organization's vision, the development of The University will be carried
out gradually and sustained based on the institutional development roadmap. The
themes are managing the institution capacity building, educational reform and
best practices. One step of the development is becoming a world class 
university based on culture in South-East Asia (ASEAN) level in 2021 as
part of ASEAN University Network criteria. 

To do so, in 2005 the university determined the strategic planning of the
development into \emph{Institutional Development Master-plan} and in 2009, the
university published a white-book \footnote{White-Book of the University,
General Policy and Roadmap of University development, 2009.} contain general
policy and roadmap of the university development and act as a guidance forinstitutional development. 

The University realized that the use of ICT is a necessity. Employing
ICT was considered as a key point toward reaching the institutional goals and
increase the institution competitiveness in this era. Therefore, they reflected
this into the institutional master-plan/roadmap. It was realized that there
would be much challenges in order to implement and develop ICT in the
institution. As emphasized in the document, it would be dominated by
non-technical factors such as leadership commitment, budget allocation, human
resources capability and organizational structure. These non-technical factors
need to be addressed besides the technical part.
In addition, white-book also outlined three stages of the development toward the
institutional goals by setting year 2012, 2017 and 2021 as the destination
point, change the organization form into a \emph{Public Service Agency} or
abbreviated as BLU in 2012, lift up the institution accreditation into A in 2017
and become a world class university based on culture in 2021.
In the context of development and implementation of ICT, several strategic planswere outlined as follows:\begin{itemize}
  \item \textbf{Information System} \\
    The successful of IT implementation in Udayana University is dominated by 
    non technical factors such as;
    \begin{itemize}
      	\item \emph{Leadership}, Significant influence of the leadership: several
	     top management awareness of IT advantages in decision making support (fast,
	     precise and accurate) and improve efficiency (time and cost), Require a
	     paperless reporting system, thus forcing the entire staff to improve
	     themselves in the field of IT usage.

	    \item  \emph{Funding}, Allocation of funds on an ongoing basis for the		planning, implementation, maintenance, and development of information systems.
		Utilization of information system infrastructure that will optimally help
		funding in the field of ICT, such as the provision of training to outsiders.

		\item \emph{Human Resources}, Inculcated the necessity of awareness of the
		academic community (faculty, staff, and students) to optimize the use of
		information systems and training capabilities of IT usage.
		\item \emph{Organization Structure},  Improving the organizational structure,		i.e. there is one institution in Udayana that handles information and
		communication systems. Thus the integration of network infrastructure,
		applications, and information can be implemented		
		\item \emph{Regulation}, Need to be made clear rules regarding the use of		information systems. Besides the need to consider the rules on the legality of
		electronic documents.    \end{itemize}
    
    Nontechnical factors above play a pivotal role towards the successful
    implementation and development of ICT at Udayana University. In connection
    with it in the planning, implementation and development of information
    systems, the factors of non-technical changes need to be done. otherwise
    technical factors including infrastructure, hardware and software selection.      
	The planned information systems will be used to handle approx. 19000
	students and 2000 staffs. It will become a huge and complex and is
	impossible to build it at once. Hence the following strategies should
	be applied;
	\begin{itemize}
	  \item Development of information systems will be conducted and managed
	  		independently by one internal institution in the University.
	  \item Develop a basic framework which is used for the construction
	  		of data centers.
	  \item Information systems will be developed gradually and consist of several
	  		sub-applications. The application will be operated independently.
	  		However, the system is not standalone, rather an integrated system. The
	  		overall system will comprise; Executive information system, operational
	  		information system (academic and student related system, financial/
	  		planning and budgeting related system, resource management system), and
	  		information system related for public services.
	\end{itemize}
	
	The applications are encouraged to be developed using open source technology to
	make less binding with licenses and in the form of web application, so it will
	be easy to access by the stakeholders every time and every where.
 	
	\item \textbf{Network Infrastructure} \\
	Network infrastructure is the foundation for the communication. Many ways can
	be chose to implement the infrastructure ranging from the technology and the
	network topology. However it should consider the advantages and disadvantages
	of the technology as well as the physical condition of the institution, number
	of users in each department and funding.
	In addition to use by applications, network infrastructures is used also for 
	internal communication services such as VoIP etc. By using this infrastructure,
	many benefits can be gained such as loosely coupled with external services,
	cost saving and productivity.
	To increase accessibility, wireless access point will be installed in various
	strategic place around campus so that the stakeholders can access 
	both intranet and internet easily. 
	
	\item \textbf{Network, application and information integration} \\
	Various applications and information systems that will be developed should be
	integrated one another with various communication media. By integrating all
	supporting component, it would become an integrated information services which
	can be accessed from various media.
	
	\item \textbf{Organization structure and management} \\
	By implementing the information systems in the university, it will affect the
	work culture, organization structure and management of the university. all the
	stakeholders will be involved to make it success. Hence, it will need to; (1)
	improve the staff capability, (2) participation of stakeholders to maintain
	the validity of data, (3) participation of stakeholders obeying the
	procedure in use of the system, (4) consideration of e-document legality and
	digital approval toward the paperless office concept.
	
	\item \textbf{Human resource capability and supporting facilities} \\
	Reliable resources are key point to success in implementation process such
	ICT. Therefore, several things should be done such as; (1) Mapping and
	assessment of the resources, especially human resource capabilities, to what
	extent of their mastery of IT, (2) Obligate the stakeholders in the use of
	information systems toward the paperless office concept (3) Continuous
	improvement in mastering ICT for the stakeholders (4) Improvement of facilities
	and infrastructure under effectiveness and efficiency principles.
	  
	\item \textbf{Maintenance}
	Continuous maintenance is a necessity for the infrastructure and application to
	prevent fatal damages and preserve the services. Therefore, it will need
	sufficient financial support and supported by skilled and competent human
	resources. There should be a standard procedure for maintenance purposes as
	guidance. Manual documents for each developed application is a must as part of
	the maintenance plan and all the developer should obey this standard.
\end{itemize}


% The overall planned ICT would be huge and complex in which will be used to
% handle approx. 19.000 students and 2000 staffs. It is impossible to
% build it at once. Therefore they outlined the development strategy as follows;
% \begin{itemize}
%   \item Development of network infrastructure, applications, and information
% 		systems conducted and managed independently by one internal institution in
% 		the University.
%   \item Develop a basic framework as reference for data centers.
%   \item Information systems will be developed gradually and consist of several
%   		sub-applications. The application will be operated independently.
%   		However, the system is not standalone, rather an integrated system.
% \end{itemize}

%  as the
% rapid development of technology. therefore, the development of ICT in
%  The university realized that Information and Communication Technology (ICT)
% become 
% as one of the key points toward reaching the institutional goals. The
% university realized that ICT and placing ICT as an enabler to become a
% transparant and accountable institution upon the planned target.
% 
% and put
% Information and Communication Technology (ICT) as one of the importance parts in
% accordance to reach the goals and placing ICT as an enabler to become a
% transparant and accountable institution upon the planned target.

% The University will use the 50$^{th}$ (gold) anniversary in
% 2012 as a milestone where capacity building of the organization must be
% completed.


% 
% and put
% Information and Communication Technology (ICT) as one of the importance parts in
% accordance to reach the goals and placing ICT as an enabler to become a
% transparant and accountable institution upon the planned target.

% The ICT development outlined in the master-plan is divided into three stages to
% make it easy to accomplished, namely the short-term plans, medium-term plan, and
% long-term plans.
Strategic plans that mentioned above are divided into three stages to make an
easy accomplishment, namely the short-term plans, medium-term plan, and long-term
plans. In addition, the strategic plans also put more attention on the sustainability
of electrical power. These stages are listed as follows:\begin{enumerate}
  \item Short-term plans : year 2005 - 2007
  \begin{itemize}
    \item Establishment of an expert team that will realize the development of
    	  UNUD information systems
    \item Implementation of the survey, mapping, and a review of existing
    	  conditions
   	\item Redesign UNUD web-site for the publications and  interactive phases
   		implementation
   	\item Installation of LAN (Local Area Network) in all majors and faculty
   	\item Installation of an integrated Internet connection
   	\item Wireless connection to link all three campus locations.
	\item Increase human resource capability in the field of ICT through training.
  \end{itemize}

	Electricity related: 
	\begin{itemize}
	  \item Implementation of the survey, mapping, and assessment of electric
	  energy needs of UNUD
	  \item Testing electrical equipment in anticipation of  electric energy wastage 
	  \item Planning of electrical energy reserves
	  \item Implementation of the "energy saving"
	\end{itemize}
		
  \item Middle-term plans : year 2008 - 2010
  \begin{itemize}
  	\item Development of network infrastructure, applications, and information
  		systems
  	\item Integration of network, applications, and information systems
	\item Development of UNUD web-site for transaction phase
	\item Development of Hot-Spot/Wi-Fi points at strategic locations
	\item Planning and implementation of Bali Information Center
	\item Increase human resource capability in the field of ICT through training.
  \end{itemize}

	Electricity related : 
	\begin{itemize}
	  \item Implementation of electrical energy reserves
	  \item Replacement of electronic equipment and lighting equipment and lighting with energy saving lamps
	  \item Improved implementation of energy saving activities
	\end{itemize}

  \item Long-term plans : year 2011 - 2015
  \begin{itemize}
    \item Integrated Information and Communication Systems
    \item Maintenance of information systems
	\item Improve security of information systems
	\item Increase human resource capability in the field of ICT through training.
	\item information systems improvement to deal with technological advances
  \end{itemize}
\end{enumerate}

%  Thus several 
% Here again, the ICT is seen as an enabler by the institution to become a
% transparent, effective and accountable institution as required to reach the
% goals. Hence, 

Since 2006, University boards begun to provide a high priority in
ICT development and implementation, both organizational structure and ICT
infrastructure. Since that, The University received funding support from several
sources for the development of ICT, namely Competitive Grant Program (PHK)
INHERENT K-2 from DIKTI, Grant from banking Company (Bank Mandiri) in 2007, self
funding and PHK TIK K1 in 2008. Therefore, since that the university
has ICT foundation facilities that include an integrated network
infrastructure and some information systems.
In organizational structure, since 2006, The University has established a
special division deal with ICT development and implementation, namely
\emph{Information and Communication Division - Divinkom} in which initially
divide into two unit, \emph{Computer Center} and \emph{Global Development
Learning Network}. Computer Center is a university supporting unit where deal
with development and implementation of information systems, and  GDLN focus on
infrastructure and telecommunication system. 6 people in total were assigned for
both unit in which two of them act as head unit. They act as planner, designer
and developer as well as implementer of the information systems andinfrastructure. In addition, 3-5 people were assigned either from the studentsor educational staff to support the information system development andmaintenance, but excluded from the structure. However, along with the time, it
seems that the responsibility were getting complex, hence the structure  wasrefined to fit the needs. Since early 2011, new organization structure for ITdivision was applied, as can be seen from Figure \ref{fig:it-org}. Approximately8 positions are available in the structure for coordinate tasks and 8technician support positions distributed into four sections. Currently, someposition are already occupied, but some other are not. They are mostly coming
from educational staffs and not working as a dedicated job. This happen because
of the regulation in state-own university that make it difficult to hire people
for specific task, professionally.\addFigure{width=0.7\textwidth}{divinkom-org}{fig:it-org}{New
Organization Structure for IT Division}

% In 2009, The University published a white book contain a road
% map\footnote{White-Book of the University, General Policy and Roadmap of
% University development.} of the organization development which act as a
% guideline of the for  
% 
%  which outlined stages of the institutional development
% and refined the previous milestones by setting year 2012, 2017 and 2021 as the destination point for every stage.
%\TODO{tampilkan strategic plan seperti pada \cite{Javier2004}}

\subsection{Organization Structure}
A brief overview about organization in the University can be seen from
Figure \ref{fig:unud-org}, specifically units that will play a lot with ICT.

\addFigure{width=0.7\textwidth}{unud-org}{fig:unud-org}{Udayana
University Organization Overview}

Following are list and short description of units showed in Figure
\ref{fig:unud-org};
\begin{itemize}
	\item \textbf{IT Division} : this division focus on ICT development and
		implementation supporting the organization works including network and
		application support. Under this division, there are 4 sub units as
		follow;
		\begin{itemize}
			\item \textit{UPT. Pusat Komputer - Computer Center} : this sub unit
			responsible for developing and implementing information systems
			(applications) that support the organization.
			
			\item \textit{Global Development Learning Network} : GDLN is a partnership of
			over 120 recognized global institutions, collaborating in the design of
			customized learning solutions for people working in development. This unit was
			initiated by World Bank with many universities around the world this unit   
			responsible for communication and socialization in organization as well as
			teleconference and distance learning.			\item \textit{Network Infrastructure} : this sub unit responsible for the
			availability of network infrastructure services. 
			
			\item \textit{Web - publication} : this unit responsible for development
			and maintenance as well as content management of the official website and
			email services.
		\end{itemize} 	
	\item \textbf{Finance Department} : focus on the financial part of the organization.
	\item \textbf{Planning and Budgeting Bureau} : this unit responsible
	for the overall planning / budgeting needed by the organization and handle the
		information statistic of the organization. Inline with the organization
		planning, there exists Planning Division that cooperate with this department. 
	\item \textbf{Academic Administration Bureau} : this unit responsible
	for the academic administration including students admission, administration as
		well as graduation.
	\item \textbf{Human Resource Department} : handling the academic and
		administrative staff administration in the organization.
	\item \textbf{Students affairs Bureau} : deal with something related to
	student activities as well as the available scholarship for the students.
	\item \textbf{Physical Resource Department} : deal with all physical resources
		(asset) in the organization.
	\item \textbf{Institutes} : Practically, there are couples of institute exist
		in the organization. Some of the institute are Research Community
		service Institute, Quality Assurance Board etc.
	\item \textbf{Faculties} : There are exist 12 Faculties and 1 postgraduate
		programme in the organization.
	\item \textbf{University Supporting Unit} : units that exist for supporting the
		organization such as University Library, Language center, University press,
		and some laboratory.
\end{itemize}

\section{Network Infrastructure}

% \TODO{elaborate about infrastructure's current situation}
Since the commencement of ICT implementation in 2007, tremendous change were
happen in the context of network infrastructure. At the beginning, there were
less network infrastructure that connect some unit in the university. But now,   
up to 90\% of the units are connected \emph{intranet} as well as
\emph{internet}. 

Intranet connection on each campus location are equipped with fiber optic to
all faculties with bandwidth up to 100 Mbps. Whereas intranet connection between
different campus locations utilize \emph{radio link} connection. One of
the Connection has bandwidth up to 45 Mbps by utilizing two pairs of radio link.
Unfortunately, on March 26$^{th}$ -2011, the radio equipments were struck by
lightning. This incident resulted in damage to some radio equipment. Currently,
only one pair of radio link are installed and obviously decrease the connectioncapacity.
Integrated Hotspot/wifi points have been installed and has 90\% coverage of
university area in three locations. Voice over Internet Protocol (VoIP) have
been installed in many units. However, the utilization is less optimal due to
lack of socialization. 

Video Conference facilities are available in three campus locations. Three
equipments, in which one is portable, are in GDLN from World Bank and Yamaguchi
University. One equipment placed in Law Faculty, from  Indonesia Constitutional
Court. The last one is placed in electrical engineering department. The same
lightning strike has happened with video conference equipment, which made two of
the equipments were in damage.

Several IP camera have been installed in limited location such as conference
hall, GDLN, house of rector, to support surveillance activity and to know the
on going activity held in there.

Talking about the bandwidth capacity for outgoing connection (\emph{internet}),
there has been a gradual improvement since the initiation in 2007. At the
beginning, the internet bandwidth was 2 Mbps. Now, the overall bandwidth reach
25 Mbps.


\section{Information Systems}

\subsection{Existing System}
\label{subsec:existing-system}

Within the last 5 years, UNUD has developed numbers of information
systems to support the organization, mostly in web-based applications. Those
systems can be separated into three groups: (1) Student administration related,
(2) Planing and Budgeting, (3) Resource Management.
% , (4) University Supporting Systems. 
Following are the existing systems with short description and their
functionalities.

\subsubsection{Student Administration related systems}
There are some systems for student administration process. This systems are
intended to simplifies the former process (which is manual) into computerized
version so that all the relevant stakeholders such as student and
operational staffs will be facilitated and make the process more efficient in
term of time and cost-saving. Following are several systems that  has been
developed:
\begin{enumerate}
  \item \textbf{Academic Information System} - \textit{Sistem Informasi Akademik
  (SImAk)}. 
  
%   \TODO{elaborate more on the history of developer, built firstly and implement
%   in their department, etc} 

	Academic information system has a long historical background. This system was
	previously developed and used for engineering faculty prior to the initiation of
	ICT establishment. Because deemed necessary and has been tested in the faculty,
	the university then decide to adopt the system and scale up the implementation
	into university level.  Since 2007, \emph{SImAk} was implemented gradually into 
	several faculties based on the similar behaviour of the curriculum model and  
	the readiness for each faculty such as network infrastructure and resources.
	Different curriculum behaviour was happen for Medical faculty,  hence major
	adjustment of the system was needed to be done and implemented at the last term.
  Basically, this system was intended to help the faculty administration staff
  to manage the academic activities among the departments under the faculty
  including student data management, courses management, grading system and
  reporting. For every semester, faculty staff will register all the
  opened courses in that term based on the submitted list from departments. 
  Meanwhile, the student will do the registration process for the courses
  they will take during semester using a specific registration form
  that they can get from the faculty after they payed the semester fee. Later
  on, the form need to be approved by the student's academic supervisor before
  they hand it in to the faculty to further record processing into the system.
  One of the important report will be generated by the staff, the attendance
  sheet, for each course that will be used during the class to note the
  presence of the students. The illustration for this process can be seen in
  Figure \ref{fig:bpmn-course-registration}.
  
  \addFigure{width=0.9\textwidth}{course-registration}{fig:bpmn-course-registration}{Business
  Process for Course Registration}
  
  At the end of the semester period, every course responsible will submit their
  course grade list to the faculty. The responsible staff then record the grade
  to the system and make possible for the students to request their semester
  grade result as illustrated in Figure \ref{fig:bpmn-grade-submission}.
  \addFigure{width=0.9\textwidth}{grade-submission}{fig:bpmn-grade-submission}{Business
  Process for Grade Submission}
  
  \noindent 
  Generally, the functionalities of the system can be listed as follows;
  	\begin{itemize}
  	  \renewcommand{\labelitemi}{$\surd$}
  	  \item Students Management including IUD operation into the system as well
  	  as personal information of the students.
  	  \item Courses Management including course registration and grading system
  	  \item Report generator : semester based report for student academic
  	  progress, report of student academic transcript, attendance list sheet,
  	  courses statistic, students statistic.
  	\end{itemize}
  
  Currently the system was used by the faculties staff only for all processes.
  THe student can only see their personal information and academic progress without
  any possibility to register any course by them self. All faculties already
  utilized the system, except graduate programme.
  
  During the use of the system, no serious problem was exist regarding the
  functionality and procedure. But, not for the technical
  problem that support the system, for example network connection, computer
  customization etc, and some of the faculties have no staff specifically
  handle this kind of problems. Mostly, the users or the responsible staffs for
  the system are lack of knowledge about IT, technically. Once the problem occur, it
  will need more time to solve it, and sometimes waiting for acouple of days for
  the availability of IT staffs from the university, as one of the staff said:
  
  \textit{``\ldots when the problem occur, we try to solve it first. But
  if we can't solve it, we will contact staff from other department that used to
  help us. However, he will coming here depend on his available time. If he
  is busy, we have to be patient for it, because this is not his main
  responsibility \ldots''}
  
  Different faculty has different behaviour to handle such kind of problems. As
  one of the faculty management said that;
  
  \textit{``\ldots we designate one of the staff to use the system as an
  operator. Whenever there are problems occur, he will try to figure it out.
  If failed, we will contact an IT specialist from external to fix it, indeed
  it should be prepared with some cash. Because if we report it to the IT
  specialist from the university, it will take more time to be done. Maybe
  because of the limitation of number of maintenance staff or else \ldots''}
  
  However, the existence of this system help the faculty very much,
  especially at the operational level, for the staffs that executing the tasks. 
%   A comment was said by the staff:
% 	\textit{``''}
  Indirectly, this system also support the monitoring and decision making
  processes of the faculty, academic administration department as well as the
  management of the university through data and information resulted by the system.  \item \textbf{Student Admission System}. \\
  To accelerate the enrollment process of new students, in 2010, the university
  changed how the enrollment process performed, by changing manual procedure
  into online process. For bachelor students, there are two types of students;
  Regular\footnote{students candidate who apply for the admission
  processes right after they finish their high school or at maximum 3 years} and
  Non-Regular\footnote{students who apply for the admission processes have
  finish their high school more than 3 years}, and both types treat differently
  for enrollment process. Regular bachelor students have two procedures, first
  handled by national consortium in which this system was not used, second
  handled by local committee in which this system was used along with student
  selection system. For non-regular students, a separated but similar system was
  used. Since 2011, online enrollment also applied for graduate students, but
  limited only for the early stages of the enrollment process. Hence they called
  `\emph{semi-online}` process.
  This system aims to simplify the admission process of new students handled by
  academic administration department. Previously, students need to filled
  in the registration form and submit all the requirements by bringing it to
  the administration office and received the enrollment examination related
  material such as schedule, pass card, location etc. After finished all the
  selection processes, the selected students will do the remaining admission
  process such as payment for admission and tuition fee, further document
  verification, student id etc.  
  In this system, prospective students do the registration through an online
  application and complete all the information needed there. To make it possible
  to continue the process, they need to pay the registration fee beforehand.
  However, Puskom who is responsible for the payment data preparation has sent
  all the necessary information to the bank before the registration process was
  opened. Following completion of the registration, the candidate will receive
  the schedule, location, and exam card for the enrollment examination by
  downloading the document from the sites. After the selection process is
  completed, the rest of the admission processes remain the same with former one
  that involving academic administration department as explained above.
  
    Following are functionalities possessed by the system:
	\begin{itemize}
	  \renewcommand{\labelitemi}{$\surd$}
	  \item Record personal information of candidates
	  \item Record academic history of candidates
	  \item Upload neccesary documents such as transcript, photo
	  \item Record major that selected by candidates
	  \item Generate token for payment of registration fee . 
	  \item Generate report such as exam card, enrollment page, data statistic
	  of candidates, attendance list.
  	\end{itemize}
  	
  By using the new system, the candidate do not need to go to the university for
  registration processes except for the examination. This procedure provide
  benefits for the candidate who lives far away from the campus. This also
  provide a shorter procedure for the academic administration department in
  handling the enrollment processes.
  
  However, there are some problems occur during utilization of the system. The
  system apparently generated duplicate candidate id during the registration
  process. This problem was realized after the registration period has ended.
  From the discussion between Puskom and system developer, it seems that  this
  problem occur because of the improper implementation of the cadidate id
  generator module in an attempt to deal with the concurrence access of the
  system. One of the developer said:
  
  \textit{``\ldots we have tested the module, and no problems occured during
  the time. We found it difficult to test the module that related to concurrence
  access \ldots''}
	  	
  By a personal approach to the applicants, this problem can be solved by
  the committee. Another problem stated by deputy of academic in academic
  administration department:
  
  \textit{``\ldots quite a lot of candidates call us and complaint during
  the registration period because the website is very slow or inaccessible.
  Maybe the server can not handle too much applicants at the same time \ldots''}
  
  Another sensitive issue also arise after the distribution of the honorarium
  , for example the selection process for Non-Regular Students. One of the
  person incharged in this process complained that:
  
  \textit{``\ldots we did all the data processing part and support all the
  material needed for fastening the selection process , day and night. But we
  only received honorarium in that amount. It was not commensurate with what we 
  did, even compare with other's \ldots''}
  
  It seems that the honorarium was not transparent from the beginning and basis
  for determining the honorarium are also not clear. 
  
  Overall, the system is up and running well, considering this is the first
  attempt of the system implementation, despite of the problems occur.
  Some improvement need to be done for the next registration period.
  
  \item \textbf{PMDK Student Selection System}. 
  
  In order to support the student admission process, besides the national
  selection organized by the universities consortium, there is a process called
  PMDK, which is a university level or local student selection process. PMDK
  aims to select an outstanding student candidates that has an academic
  achievement as well as sports and arts. There is a commission called Tim-12,
  which is a combination of representatives from 12 faculties that incharge to
  select the prospective students based on their academic performances in high
  school plus any achievements in organization, sport as well as art. The
  committee is supported by Academic Administration Department and Puskom during
  the selection process. However, sometimes there are an unfair condition
  regarding confidentiality of the selection processes, and the former system
  can not accommodate the current selection procedures. Hence, since 2007 UNUD
  developed and implemented a new PMDK selection system to accommodate it. It was
  designed to make it easy to modified because some of the procedures tend to
  change every year. In addition, the system also designed to keep the fairness
  and confidentiality of information and selection process. Even Tim-12
  Commission did not know which participants they processed because the
  participants were represented by encrypted code. By this way, the selection
  process purely select students based on their achievements as well as their
  enrollment examination result. Moreover, the operator, Puskom staffs, also
  did not know which participants were selected during the selection process.
  Following are the functionalities possessed by the system:
	\begin{itemize}
	  \renewcommand{\labelitemi}{$\surd$}
	  \item Candidate Data Management including CRUD operation
	  \item Supporting Data Management including High School Grade Report, Any
	  academic, sports or arts achievements
	  \item Grade calculation process based on specific criteria stated
  		beforehand, Rank the candidate and select the candidates who pass the
  		selection.
  	  \item Generate report such as report to support selection process by the
  	  committee, announcement for the selection result, data statistics.
  	  \item Features for keeping the confidentiality of the process.  
  	\end{itemize} 

	In general, there will be a committee created every year to
	handle this process. All people that support the process will included in this
	structure such as Tim-12 commission, Academic Administration Department as
	well as Puskom. However, there are some complaint from the staffs regarding
	the unfair condition between the amount of incentive they got compare with the
	load they have in the process, as one of the members said:
	
	\textit{``\ldots we work on the system almost all the time during the 
	selection process compare with other section did, but we did not get
	decent incentive for it. Even, it worse than other section got \ldots''}
	
	In 2011 period, this system was integrated with the admission system, hence
	some data are imported from admission system using intermediate application. 
	However few adjustment are made as required. 
	
  \item \textbf{Students Graduation System} \\
  	The University annually hold graduation ceremony as much as 4 times.
  	Every student who will graduate and follow the graduation ceremony on
  	particular period need to register him self to the organizer, that is
  	Academic Administration Department (BAA). Formerly, registration process was
  	done by coming to the BAA from the beginning, pay the graduation fee to the
  	bank continued by verification at faculty and BAA and ended by
  	taking  graduation toga in Resource Department. 
  	
  	To simplify and facilitate the registration process, since 2009,UNUD
  	developed and implemented a system to manage it, online. Thus, students do
  	not need to visit BAA first, but register them self by online application,
  	and prepare all the requirements such as payment and other documents. If
  	all is ready, then students do the validation on the faculty office and BAA
  	and ended with the same way as previous procedure.
  	
  	Following are list of the functionalities of the system; 
	\begin{itemize}
	  \renewcommand{\labelitemi}{$\surd$}
	  \item Manage the students who will follow the graduation ceremony
	  \item Confirmation for Personal Information used in certificate
	  \item Collect information needed for graduation ceremony
	  \item Gathering resources such as valid photo for Alumni Book
  	\end{itemize} 
\end{enumerate}


\subsubsection{Finance related systems}
There are some systems for finance related process. This systems are
intended to make the process more accountable and transparent among the
stakeholders, provide an efficient way for the operational staffs in preparing
the data, faster recapitulation for finance department and higher management. In
addition, provide better services to the students during payment process. 
Following are several systems that  has been developed:

\begin{enumerate}
  %%%%%%%%%%%%%%%%%%%%%%%%%%%%	
  \item \textbf{Students Payment System}. 
  
  Since 2007, payment for admission and tuition fee was changed from manual
  invoice, which the students need to take the invoice to the school prior to
  payment process, into semi automatic in which the students only need to go to
  the chosen bank and mention their student ID to pay their bill, or using
  Internet banking or others bank channel. However, manual invoice still used in
  case of problems happen during payment period.  
  \TODO{add the reason why those change happen? previous system failed and the
  vendor was not available to maintain, no proper contract for maintenance} 
  
  Basically,on each payment period Puskom staff will setup the
  students invoice based on data stored in the system. Specifically for new
  students, invoice specification are obtained from the agreement involving the 
  university board, Finance department, BAA and faculty and represented in a 
  university decree. If there are any changes happen for the specific invoice
  setting, it should be made prior to the payment period by the faculty through
  BAA. Three or four days prior the beginning of payment period, all the
  invoices data are sent to the Bank via email. 
  
  Following are list of functionalities of the system:
	\begin{itemize}
	  \renewcommand{\labelitemi}{$\surd$}
	  \item Students Invoice Management.
	  \item Generating Data conform the bank format
	  \item Generating report, list of invoice that have been paid, pending or
	  not paid.
  	\end{itemize}
	  
  However, many problems occurred since this system was implemented, both
  technical and non technical. At the beginning, they expect that with this
  approach,  the payment process will be simple and less work than manual
  procedure.  In fact, a lot of changes happen for amount of fee from the
  faculty during the payment period and sometimes, faculty did not submit
  the invoice detail specification on time and disrupt the payment setup because
  they have to re-sent the payment data to the bank (semi automatic).
  Consequently, complaints are coming from students. More and more changes
  occur, more frequent they have to re-sent the payment data to the bank and it
  will need more time to be ready at the Bank side.
  
  Currently, person who responsible for sending data to the Bank is the Head of
  Puskom, because he feel that no one is capable yet to do that. He is also
  being a contact person if something wrong with payment data, besides the BAA.
  However, he feels that there was something wrong with the way it works, like
  he said:
  
  \textit{``\ldots during payment period, it seems like i work on another job,
  as a \textbf{customer service} who receive all complain from the students who
  can not pay the invoice, wrong amount, wrong id etc \ldots''}

  One times, mistake was made by the staff in determining the invoice item and
  it is known after complaint was received from the students during the payment
  period. The Head of Puskom said:
  
  \textit{``\ldots at that time, i am overconfidence with the staff's work
  without any re-checking procedure before sending it to the Bank. All invoices
  from one faculty has invalid amount. We should improve our internal
  procedure to avoid that kind of mistakes in the future\ldots''}
    
  Another comments regarding utilization of this system is coming from the  Puskom staffs, who is the person operate this system. He said:
  \textit{``\ldots at the beginning, it's sound good anyway. But this simply
  move the workload from academic administration department to our unit (Puskom) and it
  become harder than before. there is also no appropriate incentive for us
  to do it \ldots''}
  
  It seems like the workload is not distributed well and there are no guidance
  for any roles exist. No clear responsibilities for all the parties, they
  sometimes did not follow the rule very well. Consequently, problems
  can not be avoided. 
 
  %%%%%%%%%%%%%%%%%%%%%%%%%%%%
  \item \textbf{Planning and Budgeting Management System}. 
  
  As a public university, every year university must submit work and budgeting
  plan for the year ahead to the government through ministry of finance.
  Consequently, university have to collect all work and budgeting plan from
  their units. To make it simpler and well documented, in 2007,
  Planning division, Planning and budgeting department and IT Division  designed and implemented an online Workplan system.
  Basically, in the middle of each year, each department will estimate the
  amount of income they will have from the tuition fee payed by students on the
  up coming year and this automatically estimate the university income from the
  students. Here they also estimate the number of new students will be enrolled
  on the upcoming year.  Based those the estimated income, every
  units such as faculty and departments, institutes, divisions, and Head Office
  then creating their own work planing and the detail estimating budget.  All
  that information are recorded through this system within a certain time
  period.  At the end of the period, BAPSI will recapitulate all the information
  gathered into university work and budgeting plan that ready to use by
  the management.
  
  Following are list of the functionalities of the system;
	\begin{itemize}
	  \renewcommand{\labelitemi}{$\surd$}
	  \item Manage the estimated revenue from admission and tuition fee based on
	  estimated new students in upcoming year and existing students in
	  faculties/departments
	  \item Record work plan for upcoming year and budgeting strategy based on
	  revenue they have.
	  \item Automatic estimated revenue sharing between university, institute
	  and departments.
	  \item Generating report such as estimated revenue, work and budgeting
	  plan.
  	\end{itemize}
	  	
  The difficulty encountered during implementation of this system was getting
  used to the IT approach for each unit in order to make work and budgeting
  plan. There are almost 120 units exist in the beginning of the implementation
  and the capabilities in IT, computer based work, are uneven among the units.
  However, along with the time, the process is getting better and there are a
  lot of improvements made every year in order to meet the requirements  and
  solved the problems arise in previous year.
\end{enumerate}

\subsubsection{Resource Management related systems}
% There are some systems for resource related management processes. This systems
% are intended to provide a better system in managing the university resources. 
% Provide a fast and detail information about resource condition for the
% stakeholders (staffs and management) starting from human resource information as
% well as asset own by the university. Following are several systems that has been developed:
This systems are intended to provide a better system in managing the university
resources. Provide a fast and detail information about resource condition for
the stakeholders (staffs and management) starting from human resource
information as well as asset own by the university. 

\begin{enumerate}
  \item \textbf{Human Resource Management System}
  
  	In order to mediate the university staffs with Human Resource Department
  	including the administration process and current information about staff
  	status, since 2008 UNUD developed and implemented human resource management
  	system. 
  	
  	Basically, HRD manage all the administration processes related to the
  	staffs including open vacancies for new staffs and process promotion or
  	demotion of the staffs. All the information regarding those process are
  	recorded through this system. Following are list of functionalities of the
  	system:
  	 
	\begin{itemize}
	  \renewcommand{\labelitemi}{$\surd$}
	  \item Manage university staffs information (academic, administration,
	  technician) including CRUD operation
	  \item Manage ranks information of the staffs as a civil servant.
	  \item Generating report such as list of employee, vould be based on group:
	  academic staffs, administration staffs, technicians etc. List of
	  estimating retiring staffs.
	  \item Sharing information about personal to the staffs
  	\end{itemize}
	  	
	To keep the information consistent in the system, the data should be
	maintained on a regular basis. But it did not happen all the time and it seems
	that the system did not meet the new requirements that occur in the following year.
	Because of the limitation of the IT staffs and no follow up on the existing
	system made the Head of HRD took the initiative to develop new system with
	external developer to solve the problems. One of HRD staff said:
	
	\textit{``\ldots at the beginning of the implementation, we update the
	system regularly. However, when the workload is high because of the urgent
	task, and requires most of the HRD staffs, we pending the updating process
	\ldots''}
	
	other staff said:
	
	\textit{``\ldots when we attempt to update information into the
	system, the system can not cover all kind of data, some features are missing.
	When we report this issues into the IT department, there is no quick follow
	up to update the system. Inevitably, our head of department took the initiative
	to develop desktop based system by external developer to quicken this
	process, and recently, we actively use it. However, we will
	utilized the web-based system once the system is updated and ready for
	use \ldots ''}

	It seems that the system implementation was not running well. The director of
	IT Division encourage all the system to be developed as web based application
	to made it easy to accessed. With this behaviour, It will need more effort to
	make this system work better and integrated.
	
%   \item Asset Management System\\
%   	\textbf{Purposes} : Manage the asset owned by the university and keep track
%   	of it.\\
%   	\textbf{Functionalities}
%   		\begin{itemize}
%   		  \item Asset Management including IUD operation
%   		  \item Generating report such as current status of asset
% 	  	\end{itemize}
\end{enumerate}

% \subsection{University Supporting Systems}
% 
% \begin{enumerate}
%   \item \textbf{Archival Research System} 
%   
%     This system was intent to manage all the research activities organized by
%     the university research institute. 
%     
%   	\textbf{Purposes} : Manage all information about research currently and have
%   	been done through research institute.\\
%   	\textbf{Functionalities}
%   		\begin{itemize}
%   		  \item 
% 	  	\end{itemize}
% 	  	
%   \item \textbf{Community Service System} \\
%   	\textbf{Purposes} : Manage all information about current community service
%   	and have been done through community service institute\\
%   	\textbf{Functionalities}
%   		\begin{itemize}
%   		  \item
% 	  	\end{itemize}
	  	
%   \item \textbf{Email Services}\\
%   	\textbf{Purposes} : Official email services provided by university for
%   	staffs and students.\\
%   	\textbf{Functionalities}
%   		\begin{itemize}
%   		  \item 
% 	  	\end{itemize}
	  	
% \end{enumerate}


\subsection{Extension and New System}
There are some improvements made from the existing systems to meet the
requirements in the organization and some new systems are under development
listed as follow;

\subsubsection{Improvement Systems}
\begin{enumerate}
  \item \textbf{Online Course Registration in Academic Information System} \\
  
    After implementing the SImAk system almost in all faculties, the upcoming
    phases is involving the students and academic supervisor in processing the
    course registration by them self through online application. Instead of
    using manual procedure by registration form sheet, course registration
    process are done by students by selecting the open courses through the SImAk
    website using their own account. The consultation with academic supervisor
    can be done upon request depend on the agreement with the supervisor. The 
    approval of student semester plan can be done also through the system by the
    supervisor directly. 
    
  	The overall functionalities of the system, former and the lates one can be
  	listed as follow;
  	\begin{itemize}
  	  \renewcommand{\labelitemi}{$\surd$}
  	  \color{gray}
  	  \item Students Management including IUD operation into the system as well
  	  as personal information of the students.
  	  \item Courses Management including course registration and grading system
  	  \item Report generator : semester based report for student academic
  	  progress, report of student academic transcript, attendance list sheet,
  	  courses statistic, students statistic.
  	  \color{black}
	  \item Front-end window for students including features for editing their
	  personal information.
	  \item Features for register and un-register course for student based on list
	  of opened courses in particular term.
	  \item Features for student to view and generate student related reports
	  by them self, such as academic planing for particular term, student
	  academic progress (semester based grade report), overall academic trascript
	  and their current GPA.
  	\end{itemize}

	By using this approach is expected to simplify the course registration process.
	However, worth to note that it need more attention for the server concurrence
	access capability as well as the payment module that check the payment status
	of the students so that the system performance will be better.
		  	
  \item \textbf{Online Payment in Payment System} 
  
    After series of problems occur during implementation of the payment system
    within past 3 years, besides improving non technical part, it is necessary
    also support by technical part. Previous limitation are found that the
    process was too dependent with bank officer who receive the email during
    invoice data update. In fact, they also update the data into their
    Bank system manually triggered by the officer. 
    
    To encounter this problem, they change the way to communicate the payment
    data between payment system with the Bank using Host to Host (H2H)
    communication in which supported by the Bank System. H2H is a SOA system
    that make two systems possible to communicate each other automatically. 
    
    Following are the additional functionalities added to the system:
	\begin{itemize}
	  \renewcommand{\labelitemi}{$\surd$}
	  \color{gray}
	  \item Students Invoice Management.
	  \item Generating Data conform the bank format
	  \item Generating report, list of invoice that have been paid, pending or
	  not paid.
	  \color{black}
	  \item Provide SOA services for Host to Host communication between payment
	  system with Bank Channel that:
	  	\begin{itemize}
	  	  \item[$-$] supply detail invoice of a student based on unique identity.
	  	  \item[$-$] online payment transaction process directly to
	  	  university payment system from Bank channel.
	  	\end{itemize}
  	\end{itemize}
  	
  	By utilizing the H2H communication system, they hope that the payment process
  	will getting better in the future.
\end{enumerate}
 
\subsubsection{New Systems}
\begin{enumerate}
  \item \textbf{Finance management system}
  
   In collaboration with Work and Budgeting Plan system, which record all the up
   coming year work plan and income estimation, this system will record all the
   realization of those planing. Utilizing the income information from payment
   system and approved budget by the government, finance department will manage
   the distribution of the budget to all unit, proportionally based on their
   previous work plan obtained from Work and Budget Planning System. Following
   are list of functionalities possessed by the system:
	\begin{itemize}
	  \renewcommand{\labelitemi}{$\surd$}
	  \item Manage the real income, supported by payment system
	  \item Manage the expense for each unit, supported by the planning and
	  budgeting system
	  \item Generate report such as list of revenue and expense grouped by
	  units.
  	\end{itemize}
	  	
	By utilizing this system they hope that it will make the budgeting distribution
	transparent for all the units and make it easy to control and monitor
	workplan accomplishment.
	
%   \item \textbf{ICT Services} \\
%   	\textbf{Purposes} : \\
%   	\textbf{Functionalities}
%   		\begin{itemize}
%   		  \item
% 	  	\end{itemize}

  \item \textbf{E-Procurement System} 
  
    To support a good governance and clean government campaign, every public
    institutions are encourage to do a transparent management including
    procurement process. In order to do that, UNUD develop a system that can
    support procurement activities, electronically. Resource Department who
    in-charge on the procurement process will invite all prospective vendors to
    get involve in UNUD development through this system. Following are list of
    functionalities of the system:
	\begin{itemize}
	  \renewcommand{\labelitemi}{$\surd$}
	  \item Publish information about new procurement.
	  \item Manage tender processes
	  \item Generate report that support transparencies
  	\end{itemize}
	
	By using this system, they hope that every vendor can be participated in the
	procurement process in transparent way.

%   \item \textbf{Disaster Recovery System} \\
%   	\textbf{Purposes} : \\
%   	\textbf{Functionalities}
%   		\begin{itemize}
%   		  \item
% 	  	\end{itemize}

\end{enumerate}

\subsection{Future System}
There are systems that will be developed in the future to support the
improvement process of the organization as follow:

\begin{enumerate}
%   \item \textbf{Quality Assurance System}
%   	This system is intended to control and assure the organization 

  \item \textbf{Archive Management System}
  This system is intended to organize all the archive documents owned by the
  university including decree collection, MoU with other institution, All
  Administration documents etc. By using electronic version, it is expected
  to be much easier to share to stakeholders and manage it.

  \item \textbf{Executive Information Systems(Executive Dashboard)}
  This system is intended to provide any information that support the university
  board (executive) in making the decision upon the organization improvement
  process. All information needed are combination/summary that can be
  obtained from others system. Academic information can be obtained from SImAk,
  income end expense can be obtained from payment system and finance
  management system, the information of work planing can be obtained from
  work and budgeting plan system and also for others. It seems that to make this
  system work better, the integration strategy should be made beforehand and
  make sure that all the systems are running well and stable.
  
%   \item \textbf{Cooperation \& Collaboration System}\\
%   \TODOwork
%   	\textbf{Purposes} :  \\
%   	\textbf{Functionalities}
%   		\begin{itemize}
%   		  \item
% 	  	\end{itemize}

%   \item \textbf{Customer Service (Help Desk) System} \\
%   	\textbf{Purposes} : \\
%   	\textbf{Functionalities}
%   		\begin{itemize}
%   		  \item
% 	  	\end{itemize}
% 
%   \item textbf{Student Activities System} \\
%   	\textbf{Purposes} : \\
%   	\textbf{Functionalities}
%   		\begin{itemize}
%   		  \item
% 	  	\end{itemize}
% 
%   \item \textbf{University Data Center} \\
%   	\textbf{Purposes} : \\
%   	\textbf{Functionalities}
%   		\begin{itemize}
%   		  \item
% 	  	\end{itemize}

\end{enumerate}

\subsection{Overall}

\TODO{describe institution's future plan in ICT, based on document exploration
(master-plan document)}

\addFigure{width=0.8\textwidth}{IS-arch}{fig:is-arch}{Overall Information
Systems}

\TODO{add application matrix to show }

\TODO{SOP teknologi informasi}

\addFigure{width=0.8\textwidth}{sop-ie}{fig:sop-ie}{Sample Procedure for New
System Request on SOP Document Draft}
